CLUB BRANCH GUIDE Club Branch Guide

Table of Contents

Why Organize a Club Branch? ...... 2

Steps to Club Branch Formation ...... 2 Step 1: Determine Areas of Opportunity Step 2: Recruit Members Step 3: Host an Informational Meeting Step 4: Host an Organizational Meeting Step 5: Submit the Notification of Club Branch

Parent Club Roles and Responsibilities ...... 3

Club Branch Executive Committee ...... 4 Club Branch President Club Branch Secretary Club Branch Treasurer Branch Liaison

Club Branch Membership ...... 5 Branch Member Dues Adding a New Member Membership Changes

Branch Operations ...... 5 Meetings Constitution and By-Laws Newsletter Recruiting

Branch Financing ...... 6 Budget Fundraising Ordering Club Supplies

Converting a Branch and Applying for Charter ...... 6

Dissolving a Branch ...... 6

Club Branch Resources ...... 7 Why Organize a Club Step 2: Recruit Members When developing a list of potential branch mem - Branch? bers, consult the district governor, cabinet members, past district officers, local merchants and other A club branch enables a small group of people to contacts Lions may have in the branch location. form a Lions club and start making a difference in Include local community and business leaders their community sooner. Branch members are part who may be interested in branch activities. Before of an existing “parent” club , but hold independent a parent club begins actively recruiting members, meetings and select their own projects and activi - the club should notify the district governor of its ties . Forming a branch creates an opportunity for intentions to form a branch. Once a list of possible Lions clubs to expand when there are less than 20 members is compiled, the parent club can host an members and chartering a new club is not possible. informational meeting. At least five branch members are needed when forming a branch. Protesting a Club Branch The formation of a branch may be When a club branch is opened, a club branch protested by the district governor or a banner patch and a club branch pin (to be pre - chartered Lions club according to the same sented to the branch liaison) are sent to the parent rules and procedures for protesting the club president. formation of a charter Lions club. Step 3: Host an Informational Meeting Informational meetings are intended for Lions to Steps to Club Branch meet with potential members and discuss the forma - tion of a branch. The meeting should help generate Formation interest in becoming a Lion . Some informational meeting discussion topics might include: Step 1: Determine Areas of Opportunity • How a branch can help the community Branches may be formed anywhere within the • Examples of parent club projects and parent club’s district, preferably in an area not potential branch projects currently served by a Lions club. If the proposed • Explanation of support provided by the branch is in an area that is being served by one parent club, district, multiple district and or more existing clubs, the parent club must receive International Headquarters the existing club’s written permission. Only one • Testimonials from parent club members branch is permitted per location; however a club explaining what they have gained by being may have more than one branch. Most importantly, a Lion the needs of the community should be considered • Completing the Membership Application in forming a branch, including: (ME-6B ) • Size of the population • Current service clubs and community Following the informational meeting, contact the organizations participants to thank them for their time, confirm • Local project possibilities and benefits their interest and invite them to attend an organiza - for the area tional meeting. Encourage them to bring friends, • Groups of people who are not currently family, co-workers or anyone else who may be being invited by existing Lions clubs interested in joining the branch. • Young professionals, women, ethnic commu - nities and other underrepresented groups Detailed information on hosting an informational meeting can be found in the Guide to New Club A special interest club branch or a campus club Formation (TK-1) . branch may also be a unique area of opportunity.

2 Step 4: Host an Organizational Meeting Club Branch Name An organizational meeting is the first meeting of the The branch name should include the loca - proposed branch. It is attended by potential branch tion of the branch, with the designation members, parent club representatives, the district “branch.” The branch should not include a governor, cabinet members and any other interested trademarked name and must follow guide - individuals. The parent club president, branch liai - lines established by Lions Clubs Interna - son, district extension chairperson, past officer or tional. Lions Clubs International suggests any qualified Lion may conduct the organizational the branch name be different from the par - meeting. The parent club can publicize the develop - ent club. Ideally, the branch name should ment of a branch and the service projects the be the name the club would take when they branch wants to undertake through local media. become a fully chartered club. Refer to the Lions Clubs International Board Policy Some organizational meeting discussion topics Manual for more information. should include: • Information about branch operations • Membership responsibilities Parent Club Roles and • Structure and history of Lions Clubs International Responsibilities • Detailed explanations of each officer position • Branch dues structure It is the role of the parent club to assist the branch • Naming the club in obtaining and maintaining a high level of com - mitment, activity and enthusiasm. The success of During the organizational meeting, club branch the branch involves continued contact, interest, officers should be elected. Club branches elect a council and advice from the parent club. The parent president, secretary and treasurer to lead the club club is required to : branch. The parent club appoints a branch liaison • Assist in the formation of the branch to serve as the go-between for the parent club and • Nominate an experienced Lion to be the the club branch. branch liaison • Submit the Notification of Club Branch Detailed information on hosting an organizational (CB-1) to International Headquarters meeting can be found in the the Guide to New Club • Submit the Report of Branch Members Formation (TK-1) . (CB-2) to International Headquarters, or update members using the WMMR Step 5: Submit the Notification of • Process membership applications and see Club Branch that each application is properly approved After the organizational meeting, branch officers and reported to International Headquarters should complete the Notification of Club Branch • Help develop a membership retention and (CB-1). This form should be given to the parent growth plan club for submission to International Headquarters. • Ensure branch officers receive proper orien - The Notification of Club Branch form must be tation, support and training completed in order to form a branch and will • Ensure the elections for branch officers are establish a branch record in the parent club’s file properly held each year at International Headquarters. • Encourage branch members to participate in parent club and district activities The branch officers should also fill out and sign • Submit branch supply orders to International the Report of Branch Members (CB-2) to be given Headquarters to the parent club. The parent club can either send • Update club officers with Lions Clubs Inter - this form to International Headquarters or update national using the Notification of Club branch members using the WMMR. Branch (CB-1)

CLUB BRANCH GUIDE 3 • Submit new members, member drops, trans - Club Branch Executive fer members and other membership changes Committee to the parent club using the Branch Member - ship Update Form (CB-2) • Use the Notification of Club Branch (CB-1) The club branch executive committee is made up of to update branch officers and submit to the the club branch officers (branch president, branch parent club secretary, branch treasurer) and the branch liaison. • Prepare and provide a report of branch activ - Branch officers serve until the close of the first fiscal ities to the parent club using the Monthly year . The fiscal year for Lions Clubs International Branch Activity Report and all clubs is July 1 to June 30. If their first term • Collect and turn dues over to the club branch is less than a full year, they may serve through the treasurer branch’s second fiscal year, but this requires re-elec - • Issue statements to each member for dues tion by the members. [The position of branch presi - and other financial obligations owed to the dent is not a prerequisite for any district service parent club position, including region/zone chairperson and • Serve as the editor, or communicate regularly district governor.] with the editor of the branch newsletters • Respond to inquiries and requests made to The executive committee is responsible for execut - the branch ing policies approved by the parent club, along with the following: Club Branch Treasurer Club Branch President • Work with the branch president to create branch budgets • Serve as the leader of the branch • Record payments and deposits for the • Serve on the parent club’s board of directors branch, along with managing the branch • Attend board meetings and/or general meet - budgets ings of the parent club • Prepare the monthly financial report to give • Become familiar with the parent club’s con - to the club branch using the Branch Record stitution and by-laws and other important of Payments and Deposits practices • Receive dues money from the branch secre - • Regularly communicate with the parent club tary, and submit to the parent club treasurer and receive all necessary statements • Pay branch bills upon the authorization from • Establish a plan for the year * the parent club’s board of directors • Form committees to support branch opera - tions * Branch Liaison • Issue calls for all meetings • Provide the monthly financial report to the • Serve as an officer of the branch’s executive parent club committee • Plan and select community service activities ** • Maintain open communication between the parent club and the club branch * See the Club Officers Manual (LA-15) • Provide assistance to the branch, similar for more information to that of a guiding Lion ** Consider using the Community Needs • Develop a positive relationship with the Assessment (MK-9) members of the branch • Help the branch president prepare the Club Branch Secretary Monthly Branch Activity Report • Keep the branch aware of all parent club • Serve as the administrator of the branch activities and policies that affect the branch • Maintain general records of the club such as • Attend branch meetings minutes, attendance, elections and member - ship

4 New Member Kits are available from the Club Sup - Club Branch Membership plies Department ([email protected]) and should be ordered by the parent club secretary for Branch Member each new branch member. Each kit includes a New Any person of legal majority with good character Member Welcome Book, membership certificate, and good reputation in his or her community may Lions emblem pin and decal . be invited to become a club branch member. The person must have approval from the parent club Adding Branch Members to the WMMR to become a member. Once the Notification of Club Branch (CB-1) has been received by International Members of the branch are encouraged to attend Headquarters, parent club secretaries have the general meetings of the parent club. Branch the option of selecting the club branch members are voting members of the parent club name on the basic member information tab when in attendance at the parent club’s meetings. as a membership type in the WMMR when Branch members are calculated in the parent club’s adding members. If the WMMR is used, quorum only when present, in person or at the par - the Report of Branch Members (CB-2) does ent club meetings. Branch members may also serve not need to be submitted to International on branch committees. Any branch member may Headquarters. serve on the parent club’s board of directors if elected . Membership Changes When dropping a member or updating membership Dues information, fill out the the Branch Membership Up - The entrance fee for each new branch member is date (CB-2) and submit to the parent club secretary. US$25. Current members from other clubs or indi - viduals who left a Lions club in good standing within 12 months may transfer to the branch at no charge . Discounts are available for qualifying Branch Operations family units, students, graduating Leos and young adults. Branch members pay the same amount Meetings of dues that are required of members of the parent Lions clubs are encouraged to meet at least twice club. Checks issued for dues and entrance fees a month, and club branches are also encouraged to should be made payable to the parent club. do the same . Attendance at branch meetings fulfills parent club’s meeting attendance requirements . Insurance Coverage Some branches have one general meeting and one The branch, as part of the parent club, executive committee meeting. Well planned meet - receives liability coverage as provided by ings, with a strict time limit , are very important and Lions Clubs International. The parent club general executive committee meetings must have an secretary has a comprehensive booklet agenda. The Club Officers Manual (LA-15) can explaining this coverage. provide information on planning a meeting .

Adding a New Member Constitution and By-Laws When adding a new member to the club branch, Since the branch is part of the parent club, it is the Membership Application (ME-6B) should be governed by the parent club constitution and submitted for approval by the parent club’s board by-laws. The Standard Form Constitution and of directors. The parent club then either submits By-Laws (LA-2) is recommended by Lions Clubs the Branch Membership Update (CB-2) with the International. In addition to the parent club’s con - Monthly Membership Report, or enters the member stitution and by-laws, those of the international online using the WMMR. association, multiple district and district govern Lion activities, along with policies adopted by the International Board of Directors.

CLUB BRANCH GUIDE 5 Newsletter Fundraising Each branch should publish its own newsletter. Be - The parent club should establish an account for cause the branch secretary is often one of the most funds raised by the branch. This money should be informed branch members, he or she is typically used for the branch’s activities budget . Under no given the added responsibility of being the newslet - circumstances can any of the income from the ter editor. If someone other than the branch secre - branch’s fundraising projects be used to defray tary is chosen to edit the newsletter, they should branch administrative costs , however, legitimate maintain close contact with the branch secretary to expenses directly related to the fundraiser can ensure that all important branch news is published. be deducted.

Recruiting Ordering Club Supplies A branch must have active members to effectively The Club Supplies Catalog is available on the Lions serve the community. If possible, designate a mem - Clubs International Web site. Items that do not re - ber to oversee membership recruitment or establish quire personalization can be ordered directly from a membership committee. Recruiting for a club International Headquarters with a credit card or branch is very similar to recruiting for a traditional other advance payment. Items personalized with club. Consult your branch liaison and parent club the branch name and include the parent club’s name officers for recruiting ideas. You can also use the must be ordered through the parent club. Only the Club Branch Brochure (CB-17) to explain to poten - parent club secretary may order supplies on an tial members what the purpose of a club branch is, account. or use the Club Brochure Template (MK-2 0A) which allows you to customize a brochure specifi - cally for your club. Converting a Branch and Applying for Charter Branch Financing When a club branch reaches 20 members, it may Budget consider becoming a charter club . The New Club Most branches use the budget system of financing, Extension Kit (KITEXT ) is available to assist. In which includes anticipating in advance the income addition, a Club Branch Conversion Form (CB-21), and expenses of the branch for a specific period, signed by the parent club secretary, must be submit - then preparing a budget. Budgets should not be ted with the new club application to waive the char - considered as mandates or approvals for spending, ter transfer fee and signal to Lions Clubs but rather guidelines. All checks and vouchers International that the branch has closed . should be signed by the parent club’s treasurer and counter-signed by a branch officer, as determined by the parent club’s board of directors. Dissolving a Branch

Your branch should have two budgets for the fiscal A branch may be dissolved without charter by a year (July-June) : resolution that receives a two-thirds vote by the 1. Administrative Budget : The administrative parent club’s board of directors. If the branch is budget finances branch operations. Its in - dissolved, the branch members become active mem - come comes mainly from dues, but may also bers of the parent club and should be encouraged include raffles, increased meal costs, fines to participate in parent club activities. Written and auctions. communication from a parent club officer or 2. Activities Budget : The activities budget district officer must be sent to International Head - finances the branch’s activities and projects. quarters when a club branch is dissolved. E-mail : Its income should come from special [email protected]. fundraising projects put on by the branch in the community.

6 Club Branch Resources

The following resources can be obtained by search - ing the Lions Clubs International Web site (www. lionsclubs.org) or contacting the Membership Programs and New Clubs Marketing Department

Club Branch Kit • Club Branch Guide (CB-4) • Club Branch Brochure (CB-17) • Notification of Club Branch (CB-1) • Branch Membership Update (CB-2) • Club Officers Manual (LA-15) • Membership Application (ME-6B) • Constitution and By-Laws (LA-2) • Club Branch Conversion Form (CB-21)

Other Resources • New Club Extension Kit (KITEX) • Guide to New Club Formation (TK-1) • Charter Night Planning Guide (TK-26) • Community Needs Assessment (MK-9) • Club Brochure Template (MK-2 0A) • Instructions for Using the Club Brochure Template (MK-21B)

Membership Programs and New Clubs Marketing Department Phone: (630) 571-5466 ext. 522 Fax: (630) 571-1691 E-mail: [email protected] Lions Clubs International 300 W 22ND ST Oak Brook IL 60523-7742 USA

CLUB BRANCH GUIDE 7 MONTHLY BRANCH ACTIVITY REPORT (Submit this report to the parent club each month.)

Branch Name: ______

Month: ______Year ______

Proposed Projects and Activities

Date Description Goal

Completed Projects and Activities

Date Description Outcome BRANCH RECORD OF PAYMENTS AND DEPOSITS (Submit this report to the parent club each month.)

This record is for the ______Club Branch ______Budget (name of branch) (administrative or activities)

Check Payment Deposit Date Transaction Description Balance Number Amount Amount

Membership Programs and New Clubs Marketing Department 300 W 22ND ST Oak Brook IL 60523-7742 USA www.lionsclubs.org E-mail: [email protected] Phone: 630.571.5466 ext. 522 Fax: 630.571.1691

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